Tag Archives: ASR

Connect Budget Breakdown from SAGE Budget

The first portion of the Budget & Awards form section displays the Budget Breakdown from the connected SAGE Budget. It contains the following information:

  • Budget Name
  • Budget Number
  • Open Budget button
  • This opens the connected SAGE Budget in a new browser tab
    • A list of the Period(s) connected with start date and end date.

The following image shows the Connect Budget Breakdown from SAGE Budget portion of the Budget & Award Lines form section, with multiple periods.

Connect Budget Breakdown from SAGE

Award Budget By Period

The Award Budget By Period portion of the Budget & Award Lines form section includes a tab for each period selected, with its description, and an “All Periods” tab on the left if more than one period was selected.

Award Budget by Period

To the right of the section are three buttons:

  • Expand Budget: opens the Award Line Details sections for the entire budget
  • Collapse Budget: closes the Award Line Details sections for the entire budget
  • Customize Details View: allows you to customize your view of budget data by toggling Object Class Details and Award Line Details on or off. Whichever setting is applied in the Budget and Award Lines section is also displayed in the Review section.

The following image shows these buttons with the Customize Details View expanded:

awards budget expand collapse and customize buttons

As you scroll down to view the details of your budget, these buttons continue to be visible.

The following image shows an All Periods un-expanded view with one award line:

budget all periods unexpanded view

The first row is the Primary Worksheet.

The first column, Worksheet / Award Line, displays the following information:

  • Worksheet Title
  • F&A Rate
  • Base Type
  • Location
  • Sponsored Program Activity Type

Select the blue caret (>) to the left of the Grant Number to open the Award Line Details section for an individual award line.

The remaining columns display the costs for that category:

  • Total Direct Costs
  • Costs Subject to F&A
  • Total F&A
  • Fees
  • Total Costs

For the All Periods view, there are rows for Budget Total, Sponsor Awarded Total, and Difference. The Difference is between the Budget Total Costs and the Sponsor Awarded Total. For a single Period, there is a Period Total row.

Object Class and Spend Category Details

This section displays when the Expand Budget button is selected. It shows a breakdown of the ASR’s linked budget amounts by the categories needed for Workday plan setup. The amounts are aggregated by Ledger, Object Class, and Spend Category for each award line and period.

The following image shows an example of this section:

object class and spend category budget details

Award Line Details

General Information/Terms & Conditions

  • Carryover
  • CFDA Number
  • Cost Center
  • Disposition of Balance
  • Letter of Credit Document ID
  • Line Type
  • Grant Hierarchy
  • Revenue Category
  • Special Conditions
  • Salary Cap
  • Spend Restrictions
  • Sponsored Program Activity Type

F&A Details

  • F&A Cost Rate Type
  • F&A Rate Agreement
  • F&A Explanation

The following image shows the Award Line Details.

Award Line Details section

Edit Award Line Details

Click on the link to open a side panel. From here you can update the values. Clicking in the main section of the page closes the side panel.

The following images show the upper and lower parts of the panel.

Award Line Details in Side Panel - part 1

Award Line Details in Side Panel - part 2

This section lists any additional attachments relevant to the award that were uploaded by the request preparers.

The instructions read: Please upload all attachments that support your request. Common examples of supporting attachments include correspondence with the sponsor, compliance protocols or approvals, agreement documents and notices of award, and copies of reports.

You can select a file, then drag and drop it here, or use the Browse for Files link.

The following image shows this section:

awards supporting attachments add files section

Once you have uploaded an attachment, you will see several columns:

  • File Name – the name of your file
  • Type – select a value from the menu as shown below
    • Agreement Documents
    • Cost Share Addendum
    • Internal (UW) Document
    • Correspondence with Sponsor
    • Non Financial Report
  • Description – enter a brief description of the file
  • Attached On – displays the date and time the document was uploaded

Note: The maximum file size is 100MB. A message of “Can’t upload—file exceeds 100MB limit” will display if your file exceeds that size.

The attachments will display in reverse chronological order of their most recent version.

This image shows a newly uploaded file, with the Type menu expanded.

Newly uploaded file with the Type menu expanded

Selecting the blue caret (>) to the left of the file name will expand the row. Information about the version of the attachment will display and a Version Comment field. The following image shows an expanded entry.

Expanded Attachment Version Details

Attachments can be downloaded from the Award.

To delete an attachment, select the blue, trash can icon at the far right. This opens a confirmation dialog, as shown below.

Delete Attachment Confirmation

To cancel the process, select the blue X in the upper right, the Cancel button, or click outside of the dialog.

Select each of the following for information about the Award Setup Request Header and Navigation:

Award Setup Request Header Elements

The header contains the following information:

  • Back to list blue arrow, on the far left
  • New Award Setup Request default title
  • Request ID: Prefix “ASR” with unique 5-digit number, below title
  • Request Application (eGC1) ID with link to open
  • Request Status (OSP Setup, OSP Assigned, Processed, etc.)
    • Note: OSP can make changes only to items in OSP Setup and OSP Assigned status
  • “More actions” menu with drop-down list showing “Add comment” and ”Delete request” (options vary)

The following image shows the Award Setup Request header:

award setup request header

“More Actions” Menu

This menu varies depending on the status of the Award Setup Request.

Request Status Add Comment Change Awarded Application Assign Request Delete Request
Composing Yes N/A N/A N/A
OSP Setup Yes Yes Yes Yes
OSP Assigned Yes N/A Yes N/A
GCA Assigned Yes N/A Yes N/A
GCA Workday Setup Yes N/A Yes N/A
Routing Yes N/A N/A N/A
Processed Yes N/A N/A N/A
Returned Yes N/A N/A N/A
Withdrawn N/A N/A N/A N/A
Denied Yes N/A N/A N/A

The following image shows an example of the “More Actions” menu:

more actions menu

Add Comment

Select “Add comment” to include a comment in the Comments & History section.

The following image shows the Add Comment window. Enter your comment, then select Add Comment.

add comment dialog

Change Awarded Application

If the wrong eGC1 was connected to an Award Setup Request:

  • While the Award Setup Request is in OSP Setup status, you can change the eGC1
  • If the Award Setup Request is in OSP Assigned status, you need to return it to the Award Preparer so they can connect the correct eGC1 to the Award Setup Request

Select “Change awarded application” to replace the currently attached application with a different one.

Note: Changing the associated awarded application will update and, in some cases, remove appropriate data in the Award Setup Request.

The following image shows the Change Awarded Application dialog window:

more actions change request application eGC1

The values automatically updated from the newly associated application are:

  • Short Title
  • Full Title
  • Sponsor
  • Bill To Sponsor
  • Originating Sponsor
  • Principal Investigator (PI)

Assign Award Setup Request

Select “Assign request” to assign the Award Setup Request to an OSP individual and/or team.

The following images show the Assign Award Setup Request dialog window and the Select OSP Team menu:

assign award setup request dialog

Select OSP Team menu

The OSP Team choices are:

  • Team A
  • Team B
  • Team C
  • Team D
  • Failover Team
  • Subcontracts Team

Choose the appropriate assignment and select Reassign Request.

Delete Award Setup Request

Note: You can only delete an Award Setup Request when it is in Composing status.

  1. Select “Delete request” to open the Delete Award Setup Request? dialog window.
  2. Select Delete Request to confirm the deletion.

The following image shows the Delete Award Setup Request? dialog window:

delete award setup request dialog

Award Setup Request Form Sections

On the left side of the page is the navigation menu, divided into two parts.

From the top part, you can access the Form Sections. The section being displayed will be highlighted. Select any section name to navigate to that section.

Select each of the following for more information:

Note: The Fiscal Compliance and Non-Fiscal Compliance form sections are coming soon.

Below the Form Sections are links to Awards Approvals, Awards Access & Roles, and Awards Comments & History.

The following image shows the Navigation Menu. A section with a checkmark indicates it is complete.

Award Setup Request left navigation menu

Previous and Next Section Buttons for Navigation

At the bottom of each section a button for the Previous Section and the Next Section will appear, as appropriate.

previous and next section buttons

The Form Sections that display vary depending on status. The following table lists what sections appear for each status:

User Displays all Form Sections for the following statuses: Displays only the Request Summary, Approvals, Access & Roles, and Comments & History sections for the following statuses:
OSP Staff
  • OSP Setup
  • OSP Assigned
  • Returned (GCA to OSP)
  • Composing
  • Routing
  • GCA Assigned
  • Withdrawn
  • Returned (to Campus)
  • Denied
  • Processed
GCA Staff
  • GCA Assigned
  • GCA Workday Setup
  • OSP Setup
  • Composing
  • Routing
  • OSP Assigned
  • Withdrawn
  • Returned
  • Denied
  • Processed


Select each of the following to learn more about the Review & Submit form section:

This page displays a read-only summary of the information entered for each section. Use the blue carets (>) to expand each section and view the data.

By default, the General Information section will be expanded when you open this page. Only one section can be expanded at a time. Clicking to expand a different section will automatically collapse the current one.

Below the sections list are several buttons:

  • Previous Section displays the Supporting Attachments page
  • Deny Request
  • Return Request
  • Approve Request

The following image shows the page with all of the sections collapsed:

Review and Submit sections

Alert Messages

If any required data is missing, an alert message displays.

The following image shows an example alert message concerning a missing Project Type value:

Review and Submit Alert message

Deny Request

To deny a Request, select Deny Request.

  • In the Deny Award Setup Request modal, select the Deny, Notify Campus button
  • Enter the reason for denying the request as a comment in the Comments & History section

To cancel the process, select the blue X in the upper right, the Cancel button, or click outside of the modal.

The following image shows the Deny Award Setup Request dialog window:

dialog window to deny an award setup request

Return Request

To return a Request, select Return Request.

  • In the Return Award Setup Request modal, enter the reason for the return in the text box
  • Once a reason has been entered, you can select the Return Request button
  • An entry will be added to the Comments & History section

To cancel the process, select the blue X in the upper right, the Cancel button, or click outside of the modal.

Return Award Setup Request section and button

Approve Request

To approve a Request, select Approve Request. The status will update to GCA Assigned.

The OSP Reviewer node on the approval flow will display the date approved.

The General Information section contains basic information about your Award Setup Request. Any fields that are required are noted. The sections are:

Award Overview

  • Short Title (from eGC1, required)
  • Full Title (from eGC1)
  • Current Period Start Date (required)
  • Current Period End Date (required)
  • Sponsor Total for Spending Period
  • Estimated Award End Date
  • Project Type (drop-down menu) (required)
    • Contract
    • Cooperative Agreement
    • Grant
    • Other Transaction Authority
  • Sponsored Program Activity Type (required, drop-down menu)
    • OSA: Professional Development Public Service (UW External)
    • OSA: Other Sponsored Activity
    • OSA: IPA/JPA/Staff Assignment
    • OSA: Equipment
    • OSA: Construction
    • OSA: Clinical Trial Non Federal Sponsor (including Industry Sponsored)
    • OR: Research: Basic
    • OR: Research: Applied
    • OR: Other Training: Research
    • OR: Fellowship: Research Undergraduate
    • OR: Fellowship: Research Graduate or Professional
    • OR: Development
    • OR: Clinical Trial, Federal
    • I: Training and Development (UW Internal)
    • I: Fellowship: Non Research Undergraduate
    • I: Fellowship: Non Research Graduate or Professional
  • Clinical Trial Phase (drop-down menu)
    • Values: I, II, III, IV, Other, None
  • Award Group (drop-down)
    • APL | Master N00024-10-D-6318
    • APL | Master N00024-21-D-6400
    • APL | PMR BPA N00014-17-H-7007
    • Complex Grant Team
    • Converted Award
    • Royalty Research Fund Awards
  • Sponsor Award Issue Date (required)
  • Award Signature Required (toggle)
    • Select the toggle to display the Award Signature Date field (required)
  • Sponsor Award Number (required)
  • Non-Monetary Award (toggle)
    • Select the toggle to display the Non-Monetary Award Amount field

The following image shows the Award Overview portion of the General Information form section:

A S R General Information Award Overview

  • Sponsor (from eGC1, required)
    • Instruction text below the field reads “If you can’t find your Notice of Award sponsor, it may not exist in our system. Request Sponsor Setup in FECDM.” and links to the FECDM form.
  • Sponsor Type (not editable)
  • Bill to Sponsor (from eGC1, same as Sponsor, required)
  • Funding originates from a different entity than the sponsor listed above (flow-through) Select the toggle to display the following fields:
    • Originating (Prime) Sponsor (from eGC1, required, if toggle enabled)
    • Originating (Prime) Sponsor Type (not editable)
    • Originating (Prime) Sponsor Award Number
  • The sponsor has a deadline for accepting the award
    • Instruction text below the field reads “Use only when the sponsor has specified a required date to receive the signed award by to provide funding. Upload the required documentation from the sponsor in the Supporting Attachments section.” and links to the attachments section.
    • Select the toggle to display the following fields:
      • Deadline for Accepting Award Date (required)
      • Instructions for where date source can be found in Notice of Award

The following image shows the Sponsor Details portion of the General Information form section:

A S R General Information Sponsor Details

PI & Department

The following fields are display-only values, which flow through from the linked eGC1:

  • Cost Center
  • Principal Investigator

The following image displays the PI & Department portion of the General Information form section:

A S R general information p i and department section

Select the Next Section button at the bottom, right of the page to navigate within your Award Setup Request.

OSP and GCA can apply and remove holds from an Award Setup Request or a Modification Request.

A hold can be placed for a variety of reasons and applied when the Award Setup Request or the Modification Request is in any of the following statuses:

  • OSP Setup
  • OSP Assigned
  • Returned
  • GCA Workday setup

For additional information, review the Award Setup Holds page for GCA.

Placing a hold

1. Select the Holds form section located on the left navigation menu beneath “Supporting Documents.”

2. Select the Edit (little pencil icon) button in order to add holds.

The Holds form will display:

Awards Holds List

3. Select all manual holds and compliance checks that apply:

  • General Hold
  • Export Control Hold
  • IACUC Approval Hold
  • IRB Approval Hold
  • Campus Input Required
  • Sponsor Input Required
  • GCA/OSP Coordination Required

4. When you are done, select the Save Changes button (on the right side of the page).

Near the top of the page, the following text will display in a red font color (on all pages):

“Holds or compliance checks are in process. View the Holds or Review & Submit section for more information.”

Awards Holds Message

 Your changes will be saved and displayed in the Comments & History section of the Award Setup Request or a Modification Request.

Note: If there are no holds, the Holds content area will show “No holds or compliance checks added.”

November 9, 2023 SAGE Suite Release Notes



Award Lookup Now Used for Subaward Setup

Subaward requests can now be submitted using SAGE. With the transition to Workday, subawards are now associated with Awards, rather than Funding Actions (FAs). To set up a new subaward, users will search and select their award, and the eGC1 data will default based on the award selected.

subaward request award lookup buttonsubaward request award lookup resultssubaward request award details

Funding Action (FA) Validation and Lookup Removed

Since subawards are now associated with awards, the subaward FA lookup is no longer active or needed, and the validation has been removed. For legacy subawards, the FA fields will continue to display for reference.
subaward request details with F A data

Holds on Award Setup (ASR) and Modification (MOD) Requests

OSP and GCA Can Apply Holds to ASRs and MODs

OSP and GCA can now set and remove holds on ASR and MOD Requests. A new Holds section is available in the left navigation. After saving holds, an entry will display in the Comments & History section of the ASR/MOD.
A S R and MOD holds section

History of Holds Added to Comments & History Section

Campus, OSP, and GCA can view the history of holds activity on the Comments and History section of the ASR or MOD request.
holds data in comments and history section

Holds Banner Displays on ASR and MOD Requests

When holds are applied to an ASR or MOD request, users will now see a banner at the top of the request, alerting them to the hold. The campus banner will be informational only, and highlighted in blue. The OSP and GCA banner will be red, and indicate any action that may be needed before moving the item forward in the workflow.

Campus banner
SAGE holds banner

OSP & GCA banner
SAGE Central holds banner

Required Fields on Award and Budget Setup

Required Fields on SAGE Budget Worksheets

The SAGE Budget worksheet settings have been updated to show an asterisk next to fields that are required for ASR and MOD requests. These fields support the Workday award data needs.
sage budget worksheet settings required fields

In the SAGE Budget Salary and Benefit Costs section, additional help text has been added to remind campus that a person must be entered with the Principal Investigator role to provide the necessary grant PI data to Workday for award setup.
additional heop text for principal investigator requirement

Required Fields on Award Setup Requests

Required fields on the Award Setup Request now display an asterisk next to the field label. When the user clicks in a required field and navigates away, additional red highlighting will draw their attention back to the fields required.
award setup request required fields example

Miscellaneous Maintenance

eGC1 Status Updated to “Awarded” When Awards Are Processed

When awards are set up in Workday and the award setup request is marked as “Processed” in SAGE, the associated eGC1 status will now change from “Approved” to “Awarded.”

OSP Ability to Change the Linked eGC1 on Award Setup Requests

When OSP initiates an ASR and while it is in “OSP Setup” status, OSP can now change the linked eGC1 if an error has been made, prior to sending the ASR to campus. OSP will need to refresh the “Access & Roles” section after changing the eGC1 to see updated eGC1 data.

Modification Start and End Dates Display for Schedule Changes

On Modification Requests, when users select the Schedule Changes category, the “Current Authorized Spending Start Date” and “Current Authorized Spending End Date” fields will be visible and enabled for users to enter the dates. Existing MOD requests already processed with the Schedule Changes category will display the date fields without any dates populated.

Removal of Deny Reason for Requests

An issue was preventing the deny reason on requests from saving properly. Until a full fix can be completed, in the interim, the deny reason field has been removed and OSP or GCA will now enter the reason as a comment instead. The denial reason field will be added back into a future release.

Advance Extension Requests No Longer Show Former Budget Numbers

The former budget numbers no longer display for users on new Advance Extension Requests.

Award Request List Default Set to 25 Rows for OSP and GCA

In order to improve performance and reduce load on systems, the defulat setting of the Award Request List for OSP and GCA will initially show 25 rows instead of 50 rows. Users can still set it to up to 50 rows if needed, for now, but with dome deteriorated performance expected.

Fix: Truncated Comments on Requests with URLs

ASR and MOD request comments with URLs in them now show proper alignment without truncation.

Fix: SAGE Budget Personnel Side Panel Freezes

The SAGE Budget TBD personnel entry has been updated to prevent side panel freezing when users clicked out of fields quickly, prior to SAGE saving the data.

Update: Missing PI Validation Message on Award Setup Requests

The language used on the Award Setup Request Review and Submit page when the SAGE Budget worksheet PI is missing has been updated to direct users back to SAGE Budget to add a worksheet PI.

Fix: Cannot download previous version of attachments on Requests

Users can now select the current or prior version of attachments on ASRs, MOD, and Advance requests.

Fix: Animal Use Protocols Not Always Saving Country Data

An issue with the saving of “Country” data when a new institution was added to Animal Use protocols on the eGC1 has been fixed.

Temporary Change: Advance Tasklist “Processed” Filter Deactivated

Due to performance issues, we have temporarily deactivated the “Processed” status filter on the SAGE Advance Tasklist. While we work on improvements, this temporary solution will protect system performance and mitigate risk. In the meantime, if campus users need to locate a processed advance, they should use Advanced Search and search by either the Advance number or the eGC1 number to find an item.

Please note that SAGE Central filters will not change, but we recommend avoiding filtering for all “Processed” advances until we patch the issue next week.

User Interface Design Component Updates

A required Angular Material version upgrade has been completed, which has slight impacts to the SAGE user interface. The design changes of note include the following:

SAGE Budget, Advances, and Awards Sections: Excess table spacing has been reduced, small font sizes have been increased, and all capital letters on buttons and table headers have been removed to improve readability and accessibility.

SAGE Budget Icons: Subaward and Fabrication worksheet icons have been updated in the left navigation and the Budget Summary section within the Other Costs table. The More Actions menu (three dots) has been replaced with a Delete Worksheet button for Internal, Subaward, and Fabrication worksheets in the left navigation.

user interface design components example

The Approvals page displays the approval flow for the Award Setup Request.

This is similar to the flow used for Advances.

No department approvals are included at this time. The following image shows an example flow.

Image of Approvals Graph

The Comments & History page displays entries for Events in the Award Setup Request process. You can also add a comment at any time. The entries display in reverse chronological order, so the most recent one is first.

The following image shows an example of the Comments & History page.

Award Setup Request Comments And History

The table columns are:

  • Action Taken: Event that created the entry (see table below for details)
  • Timestamp: Date and time of the event
  • Name: User whose action triggered the event or who manually added a comment
  • Comment: Text of the comment, either system-generated or user-entered

Note: Not all Events have comments. For those entries, a dash (-) will appear in the Comment column.

When an Award Setup Request is editable, you can manually add a comment by selecting Add Comment above the table, as shown in the following image.

Award Setup Request Comments History Add Comment

A dialog window will display. As you start entering your comment, the Add Comment button in the lower right corner of the window will be enabled. Select it to save your comment.

You can only delete your own manually added comments. To remove the comment, select the trash can icon to the right of the comment in the table.

You can also add a comment from anywhere within the Award Setup Request by selecting the “more actions” (3 vertical dots) icon at the far left of the header, and choosing Add Comment.

Award Setup Request Add Comment

Event Entries

The system will add an entry for the events described in the following table. The “Comment Type” column indicates if there will be any comment text, and if so, whether it is system-generated or user-entered.

History Event Event Trigger Comment Type
History Event Event Trigger Comment Type
Created request Selecting eGC1 after searching N/A
Submitted for routing Clicking “Submit & Route” button on the Review & Submit page System-generated
Resubmitted for routing Clicking “Submit & Re-route” button on the Review & Submit page after a return Campus user comment is required to complete the process
Approved Reviewer/OSP/GCA clicking “Approve” button in the approval modal from Request Summary page of routing Adward Setup Request N/A
Returned Clicking “Return Request” button in the return modal of an Award Setup Request User-entered comment is required to complete the process. The comment is limited to 1,000 characters.
Withdrawn Clicking “Withdraw” button N/A
Denied Clicked “Denied” on the Review & Submit page User-entered comment is required to complete the process
Added ad hoc approver Clicking “+” icon to add an ad hoc approver on the approval graph User-entered comment is optional
Removed ad hoc approver Clicking the “more options” menu, then “remove reviewer” on the ad hoc approver’s node on workflow graph node User-entered comment is optional
Commented Clicking “Add Comment” button on the Comments & History page, or by selecting “Add Comment” from the “more actions” menu in the advance header User-entered comment is required to complete the process


This section displays the Significant Financial Interest (SFI) and Financial Conflict of Interest (FCOI) Training status of the investigators on the associated application. The table lists each investigator, their role, SFI disclosure submission status, and their FCOI training status. The green check marks indicate that training and disclosures are up-to-date.

The following image shows the SFI & FCOI part of the forms section.

SFI & FCOI section

SFI Disclosure Requirement

For information on:

FCOI Training Requirement

For information on: